Job opportunities in the Octopus Ventures portfolio

Octopus Ventures
Octopus Ventures

Executive Assistant



Posted on Friday, June 28, 2024
Remofirst empowers employers to be free from geographical boundaries when accessing talent, allowing employees to pursue opportunities wherever they may exist. We are on a mission to be the FIRST to truly revolutionize the industry and be a generational company.

Our platform offers a full-range people management tool, employee benefits like health insurance, and financial benefits, and enables clients to hire anyone from anywhere with one click. Remofirst manages employees and contractors for Fortune 500 companies and the best startups worldwide.

We are a small but strong team of 90+ people (and growing) hyper-focused on delivering a world-class platform and unparalleled service with our industry-leading partnerships. To help accelerate our growth and pace of delivery, we are looking for a talented Executive Assistant.

As an Executive Assistant at Remofirst, you’ll be responsible for providing comprehensive administrative support to the executive. This includes managing emails, calendars, and travel arrangements, coordinating virtual meetings, and handling correspondence. Additionally, you will act as a liaison between the executive and stakeholders, ensuring smooth communication and efficient task delegation.

What you'll be doing:

  • Administrative Support:
  • Screening and prioritizing emails, responding on behalf of the executive, and organizing email folders
  • Scheduling and managing appointments, meetings, and events, often across multiple time zones
  • Creating, editing, and formatting documents, presentations, and reports
  • Conducting research and compiling information for reports, presentations, and decision-making
  • Identifying opportunities to improve efficiency and streamline administrative processes
  • Communication and Coordination:
  • Handling incoming and outgoing communications, including calls, emails, and other messages
  • Organizing and setting up virtual meetings, including preparing agendas, distributing meeting materials, and taking minutes
  • Acting as a point of contact between the executive and internal/external stakeholders
  • Managing personal appointments and tasks for the executive
  • Project Management:
  • Assisting in the management and tracking of projects, ensuring deadlines are met
  • Coordinating tasks and assignments for the executive
  • Preparing and delivering progress reports on various projects and initiatives
  • Travel Arrangements:
  • Coordinating travel plans, including booking flights, accommodation, and transportation
  • Preparing and organizing necessary travel documents and itineraries
  • Financial Administration:
  • Tracking and managing expenses, preparing expense reports, and ensuring timely reimbursement
  • Assisting with budget preparation and monitoring
  • Personal Assistance:
  • Managing personal appointments and tasks for the executive
  • Handling sensitive information with discretion and maintaining confidentiality
  • Performing other duties as required by the executive

What you’ll need:

  • Work experience as an Executive Assistant, Personal Assistant or similar role
  • Excellent Google Suite knowledge
  • Outstanding organizational and time management skills
  • Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
  • Excellent verbal and written communication skills
  • Discretion and confidentiality
  • High School degree
  • PA diploma or certification is a plus

How you’ll work:

  • Advanced English is a must.
  • Communication skills, as we’re working with many people from all over the world, it’s important for us to communicate, quickly adapt and relay information in different ways
  • Time Management: you will need to be good at structuring your work day and tasks to make sure you accomplish all those things whilst maintaining the time-zone differences and a work-life balance
  • Collaborative: we love to work together with all sorts of different people in all sorts of different places. Everyone’s opinion matters to get the job done.
  • Independent and autonomous: as we work, we’re naturally independent. As much as we’re connected you will also need to use your own initiative to solve problems and get answers; this also means reaching out to us to get help or confirm a solution
  • Organization skills: will help youdeal with many different financial documents including spreadsheets, contracts, calculations, and projections

Why work at Remofirst?

  • Startup environment. Remofirst is an early-stage start-up. You have a voice and can influence and grow rapidly
  • Build & Scale From Scratch. Experience hyper-growth scale and help us build a great team of professionals worldwide that can help us achieve this ambitious vision.
  • Work for a Market Leader. Scale a project that counts market-leading companies like Microsoft, Mastercard, and more as happy customers.
  • Compensation and perks are great! Competitive compensation. Work equipment of your choice. 100% remote work. PTO regulated by local statutory
  • Culture. We lead with respect, kindness, and the right to fail. We value hard yet smart work. Diversity and inclusion are part of our DNA.